Job Purpose:

The Administrative Assistant provides dedicated administrative support to the Director of Third-Party Program and Business Development. Responsibilities include coordinating meetings and follow-up activities, preparing presentations, organizing meeting and project materials, and assisting with email correspondence.

The successful candidate will have a medical or healthcare background, solid organizational and communication skills, and the ability to handle confidential information with discretion. Experience in fertility or reproductive healthcare is an asset.

This is a new position. Its responsibilities and hours may evolve as operational needs develop, with the possibility of becoming a full-time role.

Duties and Responsibilities

Scheduling and Follow-Up

- Schedule and coordinate meetings, appointments, and follow-up discussions for the Director.
- Send meeting invitations, confirm attendance, and communicate scheduling changes.
- Track deadlines and outstanding action items, send reminders, and bring delays to the Director’s attention.
- Coordinate with internal staff and external contacts to obtain information and arrange follow-up activities.

Presentation and Document Preparation

- Prepare, format, and update presentations using content and direction provided by the Director.
- Compile information and supporting materials for presentations, meetings, and projects.
- Proofread documents for accuracy, clarity, formatting, and consistency, including the appropriate use of medical terminology.
- Maintain organized electronic files and ensure current versions of documents are readily accessible.

Meeting Support

- Prepare and distribute agendas and meeting materials.
- Attend meetings as required during scheduled working hours.
- Record attendance, key discussion points, decisions, and action items.




- Prepare meeting minutes for the Director’s review and distribute approved copies.
- Maintain action item records and follow up with the individuals responsible for completion.

Email and Communication Support

- Assist with reviewing, organizing, and tracking email correspondence as directed.
- Draft routine emails and responses for the Director’s review.
- Flag correspondence requiring the Director’s attention and follow up on outstanding responses.
- Communicate professionally with employees, leadership, healthcare professionals, and external contacts.
- Refer clinical questions or matters requiring medical judgment to the appropriate healthcare professional.

Project Administration

- Organize documents, reference materials, and updates for projects overseen by the Director.
- Maintain project trackers, contact lists, and administrative records.
- Request and consolidate updates from relevant individuals.
- Support improvements to administrative processes as the role develops.
- Provide other related administrative support consistent with the position’s purpose.

Qualifications

- A medical or healthcare background is required, including an understanding of medical terminology and experience working in a clinical or healthcare setting.
- Previous experience in an administrative assistant, medical administrative, or comparable support role.
- Experience in fertility or reproductive healthcare is an asset.
- Relevant postsecondary education in medical office administration,



healthcare, business administration, or a related field, or an equivalent combination of education and experience.
- Proficiency in Microsoft Outlook, Word, PowerPoint, Excel, and Teams.
- Strong written communication, proofreading, and presentation preparation skills.
- Ability to prepare accurate meeting minutes and track follow-up activities.
- Strong organizational skills and attention to detail.
- Ability to manage competing priorities and deadlines within scheduled working hours.
- Ability to work independently, clarify instructions when needed, and communicate progress proactively.
- Sound judgment, professionalism, and discretion when handling confidential patient and business information.
- Adaptability and willingness to take on evolving responsibilities as the position develops.

Working Conditions

- Part-time remote position, with initial weekly hours and scheduling to be established before hiring.
- Responsibilities and scope may evolve in response to operational needs.
- Hours may increase over time, with the possibility of the position becoming full-time, subject to operational needs and approval.
- Availability for meetings and regular communication during agreed working hours.
- Access to a private workspace suitable for confidential calls, meetings, and document handling.
- Compliance with CReATe’s confidentiality, privacy, information security, and remote work requirements.
- No travel required.

Pay: $23.00-$25.00 per hour

Application question(s):

- Are you available for part-time remote work during agreed hours? What is your weekly availability?

Experience:

- Executive support, scheduling, presentations, & minutes : 2 years (required)
- medical or healthcare setting: 1 year (preferred)

Work Location: Remote

📌 Administrative Assistant (Executive Support) (Canada)
🏢 The CReATe Fertility Centre
📍 Canada